Best Methods to Convert PST to Excel – Easy Guide

Different Reasons to Convert PST File to Excel

Converting PST files to Excel makes it easier to view, manage, and analyze information in a simple spreadsheet. Let’s see more reasons:

• Excel makes it easy to filter and sort emails by sender, subject, or date.
• You can easily analyze a large dataset of emails in Excel.
• It allows you to share email records with colleagues without needing Outlook.
• Excel helps in preparing reports from email conversations.
• Contacts stored in PST can be easily converted to Excel for business use.
• Also, you can access data on any system without Outlook installed.

Step-by-Step Guide to Convert PST to Excel

There are manual methods that let you export PST data into Excel without needing any extra tools. These methods use Outlook features to transfer data and are useful if you have smaller PST files. Let’s go through each one of them one by one:

Method 1: Convert Outlook PST Files to Excel Using Outlook

This is the most common way to convert PST data into Excel by saving it in CSV format using the Outlook export feature. Follow the steps:

1. Firstly, start Microsoft Outlook on your system.
2. Then, go to File > Open & Export > Select Import/Export.
3. Further, choose Export to a File and select Next.
4. To proceed, select Comma Separated Values (CSV) as the format.
5. Meanwhile, select the PST folder you want to export.
6. Later, choose a location to save the file and select Finish.
7. Lastly, open the CSV file in Excel.

Pros: This method is easy and free.

Cons: This method is not suitable for large PST files.

Method 2: Convert PST to Excel by Copy/Paste

This process quickly transfers your Outlook contacts into an Excel sheet without using any export option. Steps can be defined as:

1. Initially, open Outlook and go to the Contacts section.
2. After that, select Ctrl + A to select all contacts.
3. To proceed, copy them using Ctrl + C.
4. Meanwhile, open a blank Excel sheet and paste using Ctrl + V.
5. Lastly, save the Excel file for future use.

Pros: This method is simple to export contacts.

Cons: It works only for contacts, not emails or calendar entries.

Method 3: Open PST File in Excel

This method helps you save Outlook emails in CSV format, which can be opened and managed in Excel. The procedure can be followed as:

1. At first, start Outlook and select the folder (e.g., Inbox).
2. Afterward, highlight the emails you want to export.
3. To proceed, go to File > Save As.
4. Meanwhile, choose CSV (Comma Separated Values) as the format.
5. At last, save the file and open it in Excel.

Pros: This method is quick for small batches of emails.

Cons: It is time-consuming for large data, and attachments are not exported properly.

Limitations of the Manual Methods

• You can only export one folder at a time, which makes the process long and difficult.
• Large PST files take a lot of time to export and sometimes freeze Outlook.
• Manual steps require Outlook to be installed, which is not always possible.
• The process is not suitable for multiple PST files or multiple accounts.
• There is always a risk of missing or incomplete data during export.

Expert Solution to Convert PST to Excel

If you have a large PST file or want a quick and error-free process, using a professional PST to Excel converter tool is the best option. This tool handles bulk data, preserves attachments, and exports complete information without data loss. The tool easily saves time and effort. This software also provides advanced filters and lets you export only the data you actually need. With the help of this tool, you can also import PST to Zoho Mail, Yahoo Mail, and more.

Now, follow these steps to use the tool:

1. At first, install and run the SysInfo PST Converter.
2. Then, choose Select File/Folder to add your PST files from your system.
3. After that, select the folders you want to convert from the preview panel.
4. To proceed, from the saving options, choose Excel/CSV format.
5. Further, apply advanced filters if needed.
6. Later, set the destination path to save the file.
7. At the end, select Convert to export PST data into Excel.

Conclusion

Converting PST files to Excel is a smart way to manage, analyze, and share data without depending on Outlook. Manual methods like exporting to CSV, copying contacts, or saving emails can work for smaller tasks. But they are time-consuming and not suitable for large or multiple PST files. A professional converter tool makes the process faster, safer, and more accurate, while maintaining all your important data. If you deal with big PST files regularly, the professional method is the most reliable choice to convert PST to Excel.

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About The Author:

Suman Rawat

Suman Rawat is a technical content writer and expert in the fields of email migration, data recovery, and email backup. Her passion for helping people has led her to resolve many user queries related to data conversion and cloud backup.